Sydney is a thriving commercial city with diverse industries, meaning administrative jobs are available in various sectors, providing opportunities to gain experience in different fields. The commercial areas with a high concentration of offices and admin professionals include the Central Business District (CBD), North Sydney, Parramatta, and Chatswood. With career growth and professional development opportunities, admin jobs in Sydney have helped professionals build stable and fulfilling careers in the city’s dynamic business environment.
An administrative or executive assistant is a critical member of any team. They are responsible for carrying out administrative and clerical duties, supporting their superiors, and ensuring the smooth running of the office. This article will discuss what an admin assistant does, the job description, responsibilities, and the necessary skills.
Job Description of an Admin Assistant
An administrative assistant is responsible for various duties and tasks depending on the employer’s needs. However, their primary job description includes supporting the executives, managers, and team members. This support involves performing clerical and administrative duties, such as answering phones, scheduling appointments, maintaining files and documents, and preparing reports.
Responsibilities of an Admin Assistant
An admin assistant is a versatile professional who can perform a wide range of duties in the workplace. Some of their critical responsibilities include:
Answering Phones and Emails
An admin assistant is often the first point of contact for people who contact an organisation. Therefore, they need to be polite, professional, and excellent communicators. They must be able to answer phones, respond to emails, and handle inquiries or requests professionally.
Scheduling Appointments and Meetings
They are responsible for scheduling and managing the calendars of their superiors. They must be efficient and able to prioritise tasks to optimise their boss’s schedule.
Managing Documents and Files
Admin assistants are responsible for managing internal files and documents. They must be able to arrange and file documents, create new folders, and retrieve necessary files.
Providing Administrative Support
They are responsible for providing general administrative support to the company. They may be asked to proofread documents, prepare reports, arrange travel, and handle other tasks as needed.
Coordinating Events and Functions
Admin assistants are responsible for coordinating events and functions within the organisation. This responsibility may involve arranging catering, booking venues, and managing budgets.
Skills Needed to Become an Admin Assistant
To become a practical admin assistant, you need to have a diverse range of skills, including:
Communication Skills
They must have excellent communication skills to effectively interact with colleagues, clients, and customers. They must be able to listen actively, speak clearly, and write professionally.
Organisational Skills
These assistants need to have strong organisational skills to manage their workload effectively. They must be able to prioritise tasks, manage calendars, and ensure that all documents and files are correctly labelled and filed.
Attention to Detail
They must have a keen eye for detail to ensure all work is accurate and error-free. They must be able to proofread documents, edit reports, and ensure all documents are correctly filed.
Time Management Skills
Admin assistants must have excellent time management skills to manage their workload effectively. They must prioritise tasks, meet deadlines, and ensure all work is timely.
Technology Skills
Admin assistants must understand technology well to be effective in their roles. They must use email, word processing software, and spreadsheets proficiently. They should also be familiar with other office equipment, such as photocopiers and fax machines.
Summing Up
In conclusion, admin jobs in Sydney are critical to any company’s team. They are responsible for carrying out administrative and clerical duties, supporting their superiors, and ensuring the smooth running of the office. An admin assistant must have excellent communication, attention to detail, time management, and technology skills to be effective.
To become an administrative assistant, you should take communication and time management courses. You should also gain experience in using technology, such as email, word processing software, and spreadsheets. Volunteering or interning in an administrative role can also provide valuable experience and help you develop the necessary skills.
Author: Alison Lurie
